4-Specs Bid 4049.pdf

SPECIFICATIONS FOR BID 4049

ROOFING PREVENTIVE MAINTENANCE AND

REPAIR SERVICE

SECTION A – STATEMENT OF PUPROSE

Hudson Valley Community College (HVCC) is seeking bids for roofing preventive maintenance and repair service.

SECTION B – INTRODUCTION

Founded in 1953, Hudson Valley Community College is the largest community college in upstate New York and offers degree and certificate programs in three schools: Business and Liberal Arts; Health Sciences; and Science, Technology, Engineering and Math (STEM); and also administers the Educational Opportunity Center for academic and career training at no cost to those who qualify. One of 30 community colleges in the SUNY system, Hudson Valley enrolls more than 19,000 students in credit and non-credit courses and is a recognized leader in distance learning and workforce development. The college has more than 90,000 alumni.

Hudson Valley Community College is a 110-acre community college located in Troy, New York. The facilities consist of 24 buildings with an approximate square footage of 1,600,000.

SECTION C – PROJECT SCOPE

PART 1 ROOFING PREVENTIVE MAINTENANCE SERVICE

1.1 QUALIFICATIONS OF BIDDERS

A. Hudson Valley Community College may make such investigation as it deems necessary to determine the responsibility of any bidder or to determine the ability of any bidder to perform the work. The college reserves the right to disqualify any prospective bidder or to reject any bid if evidence required by the college from the bidder is not submitted or if the evidence submitted or investigation of any such bidder fails to satisfy the college that any such bidder is responsible, able or qualified to carry out the obligations of the contract or to complete the work as contemplated therein.

1.2 ROOFING REPAIR AND PREVENTIVE MAINTENANCE WORK

A. The following work will be included as part of this contract.

1. Repair of roofing on campus no longer covered by a warranty.

2. Routine patching and repair of roof membrane.

3. Replacement of damaged sections of roofing.

4. Repair of leaks around existing roof mounted equipment.

5. Flashing/flashing repair.

6. Preventive maintenance of roofs covered by a warranty.

B. The college has the following types of roofing on campus.

1. EPDM

2. TPO

3. PVC

4. Metal

C. Quality Control Submittals

1. Fire Hazard Certification: Written certification that the roof system, including the specific insulation, has been tested in conjunction with the type of structural roof deck and roof slope applicable to the project and has achieved an Underwriters Laboratories Class A external fire resistance rating.

a. Acceptable Certification: Letter from Underwriters Laboratories, or a copy of the

Underwriters Laboratories classification listing for the roofing system.

2. Material Certification: Written certification from the roofing manufacturer certifying that the insulation, insulation fasteners (if any), flashings and accessory products provided by the manufacturer are approved for use with the roofing system.

3. Membrane Manufacturer’s Certification:

a. Written certification that the manufacturer has been actively marketing the submitted system for the past 5 years.

4. Installer’s Certification:

a. Written certification from the membrane manufacturer certifying that the installer is licensed or approved to install the roof system.

5. Warranty: Sample copy of the full system warranty.

1.3 DELIVERY, STORAGE, AND HANDLING

A. Delivery: Deliver materials to the site in the manufacturer’s labeled, unbroken containers.

B. Storage and Handling: Store materials in a dry, well-ventilated place protected from the weather. Materials will be stored at the vendor’s facility.

1. Volatile liquids shall be stored in a separate storage building or trailer or removed from the site at the end of each workday.

2. Store volatile liquids at temperatures recommended by the manufacturer.

3. Store adhesives, and adhesive tapes at temperatures between 60 degrees F and 80 degrees F.

1.4 PROJECT CONDITIONS

A. Unless otherwise directed, do not execute the work if the college’s representative is not present.

B. Do not execute the work unless the substrate is dry and free of dirt and debris.

C. Moisture Protection:

1. Cover, seal or otherwise protect the roof and flashings so that water cannot accumulate or flow under completed portions. When and where necessary to accomplish this, provide temporary water cut-offs in accordance with the membrane manufacturer’s written specifications.

2. Limit the removal of existing materials to areas that can be completely re-roofed or temporarily protected within the same day. At the discretion of the director’s representative, a watertight built-up vapor barrier may be acceptable temporary protection for a maximum of 48 hours.

D. Do not smoke or use open flames near volatile materials.

PART 2 PRODUCTS

2.1 PRODUCT SELECTION

A. Materials and Equipment: When two or more items of same material or equipment are required they shall be of the same manufacturer. Product manufacturer uniformity does not apply to raw materials, bulk materials, conduit, wire, solder, fasteners, motors for dissimilar equipment units and similar items. Provide products which are compatible within systems and to other connected items.

B. Roofing materials shall meet all applicable codes and standards for particular roofing style.

PART 3 EXECUTION

3.1 SCOPE OF SERVICES - PREVENTIVE MAINTENANCE

A. Inspect and legally dispose of all debris from the roof membrane, drains, gutters and scuppers on all campus buildings. Refer to the attached Appendix A for a listing of buildings and square footage.

B. Metal Edge Flashings

1. Minor tears, splits in the membrane flashings shall be repaired with appropriate repair materials.

2. Metal edge cleats and clips shall be re-secured.

3. Exposed fasteners shall be re-sealed.

C. Parapet Wall and Counter flashing System

1. Minor tears, splits in the membrane flashings shall be repaired with appropriate materials.

2. Exposed fasteners shall be re-sealed.

3. Voids in termination bars, counter flashings, and parapet cap will be cleaned and re-sealed.

4. Re-secure termination bars and counter flashings.

5. Check and re-secure loose metal coping caps to cleats.

D. Equipment/Projection Flashing Components

1. Minor tears, splits in the membrane flashings shall be repaired with appropriate repair materials.

2. Unsecured rooftop equipment shall be secured.

3. Exposed fasteners shall be tightened and re-sealed.

4. Termination bar and counter flashings shall be sealed.

5. All pitch pans shall be refilled and topped off.

6. Metal projections (hoods and clamps) shall be checked and re-sealed.

E. Roof Membrane

1. Minor tears, splits in the membrane flashings shall be repaired with the appropriate repair materials.

2. Dress up reflective coatings on flashings where required.

F. Drains, Gutters, and Scuppers

1. Check and re-secure drain bolts and clamping rings.

2. Advise owner of missing drain dome strainers.

3. Check gutter straps, joints and strip-ins.

4. Check inside and exterior of scuppers for open solder or caulking seals.

G. Provide written and pictorial report on each roof. The report shall discuss the following. A report is to be written after each of the four inspections. Inspections do not have a set timeframe but shall be done quarterly.

1. Type of roofing system.

2. Type and thickness of insulation system.

3. Deck

4. Condition of roofing system.

5. Short- and long-term recommendations.

H. Preventive maintenance shall be performed and charged at standard hourly rate.

3.2 SCOPE OF SERVICES – MAJOR REPAIRS AND RESTORATIONS

A. Leak response service, major repairs, and restorations that are beyond the above scope of work shall be provided to the college at an hourly rate included on the enclosed bid form.

3.3 HAZARDOUS MATERIALS

A. Survey for asbestos containing materials will be completed by the college before work is scheduled and the contractor will be provided with the survey and the asbestos abatement work plan/specifications. The contractor will retain the services of a currently licensed New York State asbestos abatement firm to remove and dispose of all ACM necessary in order to have the project go forward. The college retains the right to review the safety, health and environmental records of the selected asbestos abatement firm and disallow the selected firm to perform this work when warranted. The contractor's abatement firm will notify the college representative when scheduling abatement work and for coordination with air monitor when necessary.

B. If in the course of the roof work, the contractor discovers a material suspected of containing asbestos, all work that may disturb the material will be discontinued and the college representative contacted for sampling and testing.

APPENDIX A

Building Roof Sq. Foot.

Main Campus Administration 15,801 Amstuz 16,450 Brahan 22,735 Bruno Stadium, Classroom Bldg. 6,000 Bruno Stadium, Clubhouses 15,000 Bruno Stadium, Admin and Suites - Bulmer Technology Center 54,150 Cogan 28,800 Daycare 15,306 Electric Generating Facility 8,000 Gene Haas Center 26,000 Fitzgibbons 28,450 Guenther Hall 23,000 Higbee Hall 15,660 Hudson Hall 39,200 Lang Technical Building 14,500 LaPan Services Building 29,332 Marvin Library 27,000 McDonough Complex 117,000 Siek Campus Center 48,330 Williams 47,220 Science Center 34,909

North Campus Techsmart 33,350 Stem 7,100

SECTION D- SPECIAL REQUIREMENTS

Availability The vendor shall be available on a 7 day, 24-hour schedule.

The vendor shall provide the college with a 24-hour phone number and contact person.

Quality control The vendor must comply with all local codes, regulations and licensing requirements.

Proximity Requirement The Contractor must maintain a business location within a fifty (50) mile radius of Hudson Valley Community College’s Troy, New York campus.

SECTION E- CONTRACTOR RESPONSIBILITIES

Vendor is required to complete work in a safe manner. Work shall be conducted in strict accordance with applicable OSHA regulations and other applicable industrial labor regulations.

Vendor must receive purchase order prior to performing services.

Vendor must receive permission from the college to enter into any agreements with contractors.

Schedule of Work Prior to the commencement of any work under this Agreement, the Contractor’s designated Project Manager shall provide Hudson Valley Community College (“HVCC”) Facilities Department with advance written notice of the proposed work schedule. On the initial day of mobilization, all Contractor personnel shall be required to check in with the HVCC Department of Campus Public Safety and shall provide an estimated duration of their presence on site.

Additionally, the Contractor shall furnish the contact information of both the onsite foreman and the Project Manager to the Campus Public Safety office.

Self-Performance of Work The Contractor agrees to self-perform all work described in this Agreement using its own employees. Subcontracting of any portion of the Work is strictly prohibited without the prior written consent of HVCC, which may be granted or denied at the sole discretion of the College.

Project Manager The Contractor shall assign a qualified and competent individual to serve as the Project Manager for the duration of the Agreement. This individual shall act as the primary point of contact and shall be responsible for the coordination and execution of the Work.

Final Cleaning Upon completion of the Work, and prior to demobilization, the Contractor shall remove all equipment, tools, excess materials, and debris from the site. The Contractor shall notify the designated HVCC Facilities representative to perform a final site inspection and approval.

Campus Operations and Access The College campus shall remain open and operational throughout the duration of the Work.

Any activity that may impact internal services, utilities, or college operations must be pre-approved and coordinated with HVCC personnel to minimize disruption.

Prevailing Wage Requirements As a public institution, HVCC requires that all Contractor personnel engaged in work on site be compensated in accordance with applicable New York State prevailing wage laws. The Contractor shall provide certified payroll documentation and applicable wage rate schedules upon request by the College.

Quotes and Invoicing Requirements All services performed under this Agreement shall be preceded by the submission of a written quote or invoice to the designated HVCC representative. Quotes and invoices must include the contract bid number, applicable and approved labor rates, detailed material costs, and any approved material mark-ups. Lump sum pricing for labor or materials will not be accepted.

Invoices shall be submitted only after services are completed and formally approved by HVCC.

Work Zone Traffic Control The Contractor shall implement appropriate safety measures to protect pedestrians, vehicles, and College property during performance of the Work. This includes, but is not limited to, the use of cones, barrels, barricade tape, or other suitable traffic control devices to delineate active work zones.

SECTION F - TERMS & CONDITIONS

HVCC may make such an investigation as it deems necessary to determine the responsibility of any bidder or to determine the ability of any bidder to perform the work. The College reserves the right to disqualify any prospective bidder or reject any bid if evidence required by the College from the bidder is not submitted or if the evidence submitted or investigation of any such bidder fails to satisfy the College that any budder is responsible, able, or qualified to carry out the obligations of the contract or to complete the work as contemplated therein.

The successful vendor must complete and sign the Service and Supply Agreement located in the purchasing website.

Vendor Agrees to have read and complied with all terms and conditions of the specification and bid legal terms

Awarded contractors may not enter into any subcontracts without prior written consent from Hudson Valley Community College.

SECTION G - TERM OF CONTRACT

The term of this bid begins on September 1, 2026 and ends on August 31, 2029, with an option to renew for two (2) additional years:

• September 1, 2029 through August 31, 2030.

• September 1, 2030 through August 31, 2031

SECTION H-SCORING

The bid will be awarded to the lowest responsible bidder who meets all specifications.

All pricing should be submitted on the provided bid form. Vendors should provide pricing for all 3years.

Pricing should include hourly emergency response rates when applicable

SECTION I – SUBMISSION INFORMATION

HVCC prefers bids to be submitted using our online application system, Euna Solutions (Bonfire), located at: https://hvcc.bonfirehub.com no later than the Submission Deadline. Requests for https://hvcc.bonfirehub.com/ extensions will not be granted; late applications will not be accepted. Vendors are strongly encouraged to submit at least a few days prior to the deadline given the potential for high website traffic on the due date. HVCC cannot guarantee availability of Online Application System technical assistance on the deadline date. For assistance in using Bonfire, please email support@gobonfire.com or call 1-800-354-8010. If email confirmation is not received within two business days, please contact the Purchasing office:

Bids can also be mailed or hand delivered must be sealed and have the Bid name and number on the envelope:

Tabitha D’Attilio Director of Procurement Address: Hudson Valley Community College Administration Building, Room 240 80 Vandenburgh Ave Troy, NY 12180

SECTION J – CONTACTS

Issuing Office

Facilities Daniel Seaman d.seaman@hvcc.edu mailto:support@gobonfire.com